How service agreement templates and e-signatures work

How service agreement templates and e-signatures work

Overview

VisaFlo can generate service agreements and letters from your own Word templates. You add variables to the document, upload it in settings, configure the fields, then generate the document from a case.

Set up a template

1. Prepare a Word document.
2. Add variables where information should be inserted, for example {{client_name}}, {{client_email}}, {{client_phone}}, {{company_name}}, {{company_email}}, {{today_date}}, and {{case_type}}.
3. Go to Settings.
4. Open Letters & Agreements.
5. Select Add a Template.
6. Upload the Word file.
7. Configure each detected variable.
8. Save the template.

Generate an agreement from a case

1. Open the case.
2. Go to the agreements or letters section.
3. Select the template.
4. Review or enter the variable values.
5. Generate the document.
6. Review the generated file before sending it for signature.

Multi-signer workflows

For a spousal sponsorship or similar file, both the sponsor and principal applicant may need to sign. If the system only has one client signer field available, use one of these workflows:

• Generate the agreement for the principal applicant first, send for signature, then send the signed document to the second signer.
• Add manual fields in the template for spouse or sponsor details if they are not available as auto-populated variables.
• Use separate signature requests when the signers need to sign sequentially.

Where signed agreements appear

Signed agreements should appear in the case files area, commonly under the service agreements folder. If the generated agreement appears but the signed copy does not, treat it as a support issue and send the case ID, agreement name, signer email, and approximate signing time.

Common issues

The spouse name is not auto-populating

Some variables may only map to the principal applicant. If spouse or sponsor variables are not available, add them as manual fields in the template until product support confirms an auto-populated variable.

Can I add initials to each page?

If the e-signature workflow supports placing initials, add the required initial fields before sending. If automatic initials on every page are not available in your workspace, add them manually in the signing request.

The signing link does not work

Try sending a new signature request. If the second link also fails, contact support with the case ID, document name, signer email, and screenshot.